GRPO (Goods Received Purchase Order)

For: People using the software to record receipt of goods from vendors

Purpose: Understand what the GRPO module does and how it helps your business

What This Module Does

A GRPO (Goods Received Purchase Order) is a document that records that you have received goods from a vendor. It can be created from a Purchase Order (you select which PO lines and quantities you are receiving) or standalone (you enter items and quantities directly). Once the GRPO is Recorded, you can convert it into a Bill to match the vendor’s invoice and track what you owe.

The GRPO module lets you:

• Create a GRPO from one or more Purchase Orders (select items and quantities to receive) or create a GRPO without a PO.
• Add stock to inventory when your company has stock add on GRPO enabled (goods received increase warehouse stock and create or update batches).
• Attach documents and see which GRPOs have been converted to Bills.
• Change GRPO status (e.g. Draft → Recorded or Cancelled).
• Delete or cancel a GRPO only when no Bill has been created from it; on delete or cancel, the system can revert stock (if stock add was used) and update linked Purchase Order statuses.

Note: If a GRPO is linked to a customer (e.g. drop-ship or goods received on behalf of a customer), the system does not add the received quantity to your warehouse stock; it only records the receipt.

Main Features (What You Can Do)

1. Create a New GRPO

When you create a GRPO you typically enter:

• Vendor: who you received the goods from. The vendor must exist and be valid for the selected branch.
• Branch, division, and warehouse: where the receipt is recorded and (if stock add is on) where stock will be added.
• Shipping address: your company’s address or, if the GRPO is linked to a customer, the customer’s main or additional shipping address. The system checks that the address is valid for the company or the selected customer.
• Items: products received, quantities, rates, amounts. You can add discount (percentage or amount) per line; the system uses the net rate for batch/value when stock add is enabled.
• Reference, date, due date, payment terms, customer notes, terms and conditions, and total amount.
• Attachments: you can upload files. These are stored securely and shown with the GRPO.

Create from Purchase Order

• You can create a GRPO from one or more Purchase Orders. You choose which POs and which items (and quantities) you are receiving. The system checks that the quantities do not exceed the remaining quantity on each PO (ordered minus already received via other GRPOs or billed via Bills).
• When you save, the system links the GRPO to those POs, adds an entry to each PO’s Converted to and comment history (e.g. "Purchase Order converted to GRPO GRPO-001"), and updates each PO’s status (e.g. to Partially Recorded or Converted when all quantities are received).

Credit limit

• If the vendor has a credit limit and GRPO is included in that limit, the system checks that creating this GRPO does not exceed the limit (overall or per branch, depending on setup).
• If the limit would be exceeded, you get a clear message; you cannot save until the total is within limit (or the limit is increased).

Overdue bills, stock add, and what happens when you save

• If your company restricts creating GRPOs when the vendor has overdue bills, the system checks for any overdue bill. If one exists, you cannot create the GRPO until the overdue bill is paid or the restriction is changed.
• If your company has stock add on GRPO enabled and the GRPO is not linked to a customer, the system adds the received quantity to the selected warehouse for each item. It creates or updates batches (batch number, quantity, purchase price, and optional vendor batch/expiry). This keeps inventory in sync with what you received.
• What the system does when you save
  • It generates a unique GRPO number (e.g. GRPO-001).
  • It records who created the GRPO and when.
  • It stores your company’s authorised signature and primary bank details (for display, if configured).
  • It adds a note in the comment history (e.g. "GRPO created for ₹X" or "GRPO is created from Purchase Order(s): PO-001").

2. View and Search GRPOs

You can list GRPOs with:

• Date: a single date or a date range (from–to).
• Branch and division: filter by one or more branches or divisions.
• Status: e.g. Draft, Recorded, Converted, Cancelled.
• Search: by GRPO number, vendor name (display name or company name), or reference. The list shows only GRPOs that match your filters and search.

The list is paginated. For each GRPO you can see who added it and who last updated it, along with main details. You can also see Converted to (Bills created from this GRPO).

3. Open a GRPO (Full Details)

When you open one GRPO, the system shows:

• Header: GRPO number, vendor, branch, division, warehouse, dates, status, total.
• Vendor: name, code, phone, company name, and address details.
• Items: each line with item name, quantity, rate, amount, discount (if any), and (when stock add is used) batch details (batch number, quantity, purchase price).
• Purchase Orders: if this GRPO was created from POs, the source PO numbers and details.
• Shipping address: the address chosen for this GRPO (company or customer).
• Bank details: primary bank (if set for your company).
• Converted to: Bills created from this GRPO (numbers, dates, totals, status, paid/balance).
• Comment history: who did what and when (e.g. "GRPO created", "Status changed from Draft to Recorded").
• Attachments: list of attached files.
• Module tree: how this GRPO links to Purchase Orders, Bills, and payments (PO → GRPO → Bill → Payment Made).

This helps you see the full picture of the receipt and what happened after it was recorded or converted to a Bill.

4. Edit a GRPO

You can edit a GRPO only when its status is Draft. Once the GRPO is Recorded, Converted, or Cancelled, the system does not allow editing (so the record stays as it was when you recorded or closed it).

When you edit a Draft GRPO:

• You can change vendor, branch, division, warehouse, shipping address, items (add, remove, or change quantities/rates/discounts), dates, payment terms, total, and attachments.
• The same validations as on create apply: vendor valid for branch; shipping address valid; credit limit (if applicable) and overdue bill check (if applicable).
• If stock add is enabled and the GRPO is not linked to a customer, the system adjusts inventory: it removes stock (and batches) for items or quantities you remove, adds stock (and batches) for items or quantities you add, and updates batches when you change quantity or price/discount on a line.
• New attachments are added to existing ones; existing attachments stay unless you remove them.
• The system records who updated the GRPO and adds a line in the comment history (e.g. "GRPO updated" or "Amount changed from ₹X to ₹Y").

5. Record a GRPO (Mark as Received)

You record a GRPO when the goods are received and the document is final. The system:

• Changes the status from Draft to Recorded (only Draft can be moved to Recorded).
• Records who made the change and when, and adds a note in the comment history.

Once Recorded, the GRPO can be converted to a Bill. The system may also set the status to Converted when a Bill is created from this GRPO (depending on your process).

6. Change GRPO Status

You can change the status of a GRPO according to the allowed flow:

• The system only allows these transitions. Converted is often set automatically when a Bill is created from the GRPO.
• When you change the status, the system records who made the change and adds a line in the comment history (e.g. "GRPO status changed from Draft to Recorded").

Cancelling a GRPO

• You can cancel a GRPO only if no Bill has been created from it. If any Bill exists from this GRPO, the system will not allow cancellation and will show which Bill(s) were created from it.
• When you cancel a GRPO that had stock add enabled and is not linked to a customer, the system reverts the stock (removes the quantity that was added and adjusts batches).
• If the GRPO was created from Purchase Orders, the system recalculates each PO’s status (e.g. back to Accepted or Partially Recorded based on remaining quantities from other GRPOs/Bills) and adds a note on the PO (e.g. "GRPO No GRPO-001 cancelled successfully").

7. Convert a GRPO to a Bill

Only a Recorded GRPO can be converted to a Bill. From the Bill screen you can choose "Create from GRPO" and select a GRPO in Recorded status. The system creates the Bill using the GRPO’s vendor, address, items, and amounts, and links the Bill to the GRPO. When you open the GRPO you see it under Converted to.

• Recorded → can be converted to Bill.
• Draft, Converted, or Cancelled are not used for conversion in this way.

From Purchase Order (list GRPOs for Bill)

• When creating a Bill from GRPO, you may get a list of GRPOs (e.g. by vendor) that are Recorded and were created from Converted Purchase Orders, so you can choose which GRPO to bill.
• You can also fetch GRPO items for selected GRPOs to see line-level details (items, quantities, rates, batches) when building the Bill.

8. Delete a GRPO

You can delete a GRPO only if no Bill has been created from it. If any Bill was created from this GRPO, the system will not allow deletion and will show the related Bill numbers.

• When you delete a GRPO that had stock add enabled and is not linked to a customer, the system reverts the stock (removes the quantity that was added and adjusts batches).
• If the GRPO was created from Purchase Orders, the system updates each linked PO: it removes this GRPO from the PO’s Converted to list, recalculates the PO’s status (e.g. back to Accepted or Partially Recorded), and adds a note on the PO (e.g. "GRPO No GRPO-001 deleted successfully"). This keeps PO and GRPO records consistent.

Summary Table (At a Glance)

Important Business Rules

1. Editing: Only a GRPO in Draft status can be edited. Once it is Recorded, Converted, or Cancelled, it cannot be edited.
2. Recording: Only a Draft GRPO can be recorded (status becomes Recorded).
3. Conversion to Bill: Only a Recorded GRPO can be converted to a Bill.
4. Cancellation: You cannot cancel a GRPO if a Bill has already been created from it. The system shows which Bill(s) block cancellation. On cancel, stock is reverted (if stock add was used and GRPO is not customer-linked) and linked POs are updated.
5. Deletion: You cannot delete a GRPO if a Bill has been created from it. The system shows which Bill(s) block deletion. On delete, stock is reverted (if applicable) and linked POs are updated (Converted to removed, status recalculated).
6. Credit limit: If the vendor has a credit limit and GRPO is included, the GRPO total (create or edit) must stay within the remaining limit (overall or per branch).
7. Overdue bills: If your company restricts GRPOs for vendors with overdue bills, you cannot create a GRPO for such a vendor until the overdue amount is cleared or the rule is changed.
8. Vendor and branch: The vendor must exist and be valid for the selected branch.
9. Shipping address: The shipping address on the GRPO must be valid for your company or for the selected customer (if the GRPO is linked to a customer).
10. Stock add and customer: If the GRPO is linked to a customer (e.g. drop-ship), the system does not add the received quantity to your warehouse stock; it only records the receipt. Stock add applies only when the GRPO is not customer-linked and your company has stock add on GRPO enabled.
11. Create from PO: Quantities on the GRPO (when created from POs) must not exceed the remaining quantity on each Purchase Order (ordered minus already received in other GRPOs or billed in Bills).